Reports: Sales
- Cory Lyle
Daily Sales Report
The Daily Sales Report (DSR) is an overview of all the day’s sales numbers broken down by Invoice Summary, Service Sales, Non-Service Sales, Register Summary, Transaction Detail and Operator Detail. Each of these sections is broken down by Current Day, Week-to-Date and Month-to-Date totals. It is one of the standard sales reports that can be optionally printed as part of every end-of-day closing process.
If Business Groups are enabled, then the Daily Sales Report will print an additional page of the Invoice Summary, Service Sales and Non-Service Sales sections for each Business Group. These subsequent sections will be printed on the pages following the Operator Detail section of the main report.
Aside from the general management statistics, the Register Summary contains all pertinent information for your general ledger (GL) information in one place! It is designed to detail the day’s revenue sequence and end with the correct bank deposit.
Note: The MTD (month-to-date) Sales Tax on the last day of the month is the exact tax you owe for the month! And since its consolidated in one place, it’s extremely easy to make it available to your bookkeeper or accountant. This is one stop shopping for all of your critical business stats.
What’s in it?
Daily Sales Summary
The Daily Sales Summary is an overview of all the day’s sales numbers broken down by Transaction Summary, Transaction Analysis, Labor Analysis, Coupon/Discount Analysis, and Inventory Analysis. It is similar to the Vital Statistics Report but is designed to be more of a daily operational management report.
This report is a great overview of the entire day’s business on a concise, one-page report. You can keep a close eye on items that are crucial to your bottom line such as Labor cost and Cost of Goods sold. You can also monitor your Ticket Average and average bay times for the day. Many of the statistics on this report drill down to more operational specifics than other sales-oriented reports. This is an important report for managers and owners to scrutinize on a daily basis.
What’s in it?
Weekly Sales Journal
The Weekly Sales Journal (WSJ) is a standard end-of-week report that optionally prints after the “Close Current Week” process. It is similar to the DSR (see DSR, page 7) in providing comprehensive sales details of all transaction activity. It differs from the DSR by showing detail for every day of the prior week. This report prints automatically when you close your week. If you need to reprint the WSJ for a prior week, be sure to enter the date of the last business day of that week.
Just like the DSR, you can see all of your General Ledger information in one place. The WSJ offers the whole week at-a-glance showing DSR details for every day of the week. In addition, the Weekly Sales Journal report has a Year-To-Date column, allowing you to see a running annual total of all your pertinent sales figures in a quick glance!
What’s in it?
Day End Journal
The Day End Journal (DEJ) is a printout of the day-end operator’s reconciliation of the cash drawer. It shows all operators’ counts of the cash and coins, verification of every check received, and verification of the credit card purchases. If the operator’s drawer counts don’t match the computer system, Cash Over/Short will reflect that on the DSR and WSJ.
It is good business practice for accounting purposes to retain a hard copy of your Day End Journal since it shows the actual cash and checks counted. The Day End Journal is often where human error is noticed and allows you to correct any discrepancies before any of this information is put into the accounting system. It is also helpful for your bank deposit reconciliation.
What’s in it?
Exception Report
The Exception Report is an important audit report showing anything the system considers an unusual activity (exception) for a single date or date range. The end-of-day process prints the Exception Report for the current day automatically. Exceptions include: Changes to the Bank Deposit, Bay Deletes (checked-in but never invoiced), Day End Exceptions, Discounts, Open Cash Drawers, Cancelled Quick Sales, Payment Amount Adjustments, Restored, Refunded and Voided Invoices and Time Clock Adjustments. These exceptions are recorded and kept permanently as an audit trail. Additionally, exceptions can be grouped or un-grouped within the report results. For example, choosing the ‘Show Invoice Detail’ option will list all deleted services on an invoice at the time they were deleted.
Exceptions can be costly since they indicate an activity that is unexpected and possibly unnecessary. They generally involve money and should be reviewed carefully. This report can be used to identify several of these costly issues such as: excessive discounts, employee time clock adjustments, cars that are being serviced and never invoiced, invoices being restored and altered after cash-out and refunded or voided invoices.
What’s in it?
Daily Activity Reports
The Daily Activity Reports consist of three individual reports. The first and most important section of this report is the Daily Activity Journal. It lists all invoice activity for the day or date range specified. QuickTouch is designed to assign an invoice to all transactions, including bay deletes and voids, where that invoice number is no longer part of the actual sales. This is done for audit and tracking purposes. This report also includes a Pay in/Pay out report and a Fleet Transaction Journal.
The Daily Activity Report is a great overview of the entire day’s transactions. This report, combined with the Exception Report, allows you to easily reconcile unusual service activity. It is also particularly useful for shops that do not print a second copy of the invoices since it lists every transaction for the date/s specified.
What’s in it?
Pay In/Out Report
The Pay In/Pay Out Report provides a record of any time a user has removed or added funds to the cash drawer through the Pay-in or Pay-out function. This report can be run for a date range, single date or all dates.
The Pay In/Pay Out report documents pay-in and pay-out amounts and can be used to reconcile money that was removed or added to the drawer. These are a normal function and do not affect sales. Pay in/outs are designed to allow the operators to pay vendors for outside parts, buy miscellaneous supplies, empty the vending machine cash into the drawer so it can be deposited with the normal end-of-day sales cash, and so on. All pay-outs should have a receipt that matches the pay-out amount on the system.
What’s in it?
X-Tape Report
The X-Tape report is a cash drawer summary providing your essential sales statistics. It has been superseded in NexGen by the Daily Sales Report, but is available for users of our legacy DOS system.
If your system was converted from our legacy DOS system, having the familiar X-Tape available will help you transition to the new Daily Sales Reports. It can also be used to separate cashiers that work on different shifts. X-tapes can be run at each shift-end and the end-of-day totals, by cashier, can be reconciled.
What’s in it?
Tax Exempt Report
The Tax Exempt Report is a simple report showing all transactions where sales tax was not charged, for the date or date range specified.
State and local government agencies generally require records of all tax exempt transactions. In addition, tax exemption numbers should be kept on record for any fleet or regular customers considered to be tax exempt.
What’s in it?
Vital Statistics
The Vital Statistics or Vital Stats report is one of the most comprehensive reports on the NexGen website. The Vital Stats Report is a broad overview of the business as a whole including all sales figures, invoice details, exceptions, as well as statistical labor information. It is designed to be an executive summary showing all areas of the business in one place. This report can be run for a single date or for a specified date range.
This is an owner or managing partner report. It is a quick way to see all summarized details of the business on one report. It can be used for presentations to banks or other vendors that require an overview of the operation.
What’s in it?
Daily Reconciliation
The Daily Reconciliation Report provides an executive view of cash drawer totals for selected stores and date ranges. This report includes cash, checks, bank deposit and over/short amounts.
Daily Reconciliation Report will save you time in looking at an executive view over the stores daily transactions.
What’s in it?
Co-Op Report
The Co-Op report was designed for franchisee reporting. This report is only enabled if the Franchise setup option is enabled in Owner Setup. This report gives an all inclusive form that an owner or manager can use to verify weekly sales totals and royalty amounts to be paid, and is generally sent to the parent company.
The Co-Op Report will save you time in making percentage calculations based on your franchise agreement. The Co-Op report will automatically generate the correct information and all you have to do is verify, sign and submit it.
What’s in it?
Till Report
If your store uses the multi-till function (multiple cashiers using multiple cash drawers), the Till Report will replace your Day End Journal. Similar to that report, the Till Report provides end-ofday cash, check and credit card totals. The information provided within the report helps you to verify and reconcile your bank deposit from more than one cashier and cash drawer.
The Till Report is designed to be used with multiple till functionality. Multiple tills might be enabled for several different reasons, but the most common use is to transition between cashier shift-changes. This gives each cashier individual accountability for their own till during their shift. It is also used for store configurations that have cashier stations at every bay and therefore use multiple cash drawers.
What’s in it?
Sales Description